Attention Faculty & Staff: Enrolling for Electronic W-2 Form
As part of our ongoing commitment to information security and sustainability, Duke is encouraging all faculty and staff to enroll in the electronic W-2 form before Dec. 31, 2016, to be entered into a drawing to win free parking at Duke for 2017.
Because W-2 Forms require Social Security numbers and other confidential personnel information, having them in printed form can increase the potential of this information ending up in the wrong hands and used for identity theft.
Duke printed and distributed about 34,000 W-2 forms out of a total of more than 49,000 issued in January 2016, which required about 34,000 pieces of paper. All printed forms must be distributed manually by department payroll representatives or mailed home. Reducing printed forms also supports our efforts to reach our sustainability goals of becoming carbon neutral by 2024.
Staff and faculty can log into the Duke@Work self-service website using their Duke NetID and password to change their W-2 election and will be able to access and view their W-2 forms to 2011 through the current year.
About 18,000 Duke employees have already opted out of receiving the paper form and will be automatically entered into the drawing. A minimum of 8,000 additional people (26,000 total) must opt out of the paper W-2 form by Dec. 31 in order for the free year of parking prize to be awarded. So, please encourage your staff to enroll for the electronic W-2 form.
One winner will be selected during a random drawing in early January for free parking from Jan. 1 to Dec. 31, 2017, in an existing lot or garage at a general permit rate. Reserved, Universal Access and Service permits are excluded from the contest, which is sponsored by Duke Financial Services and Sustainable Duke.
How to Switch to an Electronic W-2 by Dec. 31
1. Log into the Duke@Work self-service website using your NetID and password
2. Under the “MyInfo” tab on the Duke@Work homepage, go to “MyPay”
3. Under “Year End Tax Statements,” select “W-2 Online Election”
4. Click on “Change Current Election” to change your status.
Electronic W-2 forms will be available on the Duke@Work self-service website by Jan. 20, 2017, a week before print forms are distributed to Department Payroll Representatives.